Check commercial HVAC capacity assumptions before a sales promise

Define the commitment being considered

Start with a specific proposed commitment: one new maintenance account, a project phase or a customer-requested service window. Record the approved workload snapshot, proposed work assumptions, required operational reviews and who may authorize timing. Ask AI to identify dependencies and missing information rather than assign crews.

Keep this distinct from dispatch optimization. The sales team needs a reviewable question sheet before offering terms, while operations owns staffing, qualifications, equipment, travel and execution decisions. Do not upload unnecessary employee information to build the worksheet.

Distinguish apparent availability from approval

In a fictional case, a calendar shows 16 unallocated team-hours next week and a proposed job has a preliminary eight-hour allowance. The assistant must not conclude that the job fits. Those hours may belong to different people, locations or responsibilities, and the allowance may exclude necessary work. List the apparent numbers with their limitations and route the feasibility question to operations.

Use columns for proposed commitment, input source/date, assumption, missing dependency, reviewer and decision state. Label tentative estimates explicitly. Where scope has not been approved, keep timing unresolved rather than making the schedule look complete with generated durations.

Release only an authorized commitment

Sales and operations review the question sheet together. Record the approved window only after the responsible person clears the dependencies. If approval is conditional, preserve the condition in the internal record and have the customer-facing language reviewed accordingly. An assistant should not create bookings or send availability messages from the worksheet.

Revisit the evidence when workloads, scope or customer requirements change. Keep a timestamp so an old capacity discussion is not reused as a standing promise. Measure whether unsupported timing claims and reopened handoffs decrease during a pilot; do not claim higher utilization merely because the team produced more capacity tables.

Review before use

• Tie the review to a specific proposed commitment.
• Timestamp workload and scope assumptions.
• Do not equate free hours with qualified capacity.
• Require operational approval before offering timing.

Source context and limits

Jobber documents scheduled visits and their relationship to jobs. This proposed pre-commitment review does not infer staff capability from a calendar or replace an operational scheduling decision.